AGENDA REGULAR MEETING OF THE NAPERVILLE PUBLIC LIBRARY BOARD OF TRUSTEES 7:00 PM – WEDNESDAY, OCTOBER 16, 2019 NICHOLS LIBRARY, BOARD ROOM WELCOME VISITORS Visitors are welcome to all meetings of the Library Board. Anyone who wishes to address the Board must sign in on the sign-up sheet. Those who wish to address a topic that is not on the Board agenda should sign-up to address the Board during the agenda item, Public Forum. Persons wishing to address an item that is on the agenda should indicate on the sign-up sheet the agenda item to which they wish to speak. They may then address the Board when the item is up on the agenda, prior to the Board’s consideration of the item. Speakers are limited to five (5) minutes. The Board requests that a group appoint one (1) speaker to present the views of the entire group. Speakers will state their name and the group they are representing before addressing the Library Board. Any individual with a disability requiring a reasonable accommodation to participate in this meeting should contact the Library Director at (630) 961-4100, ext. 6150 or (630) 355-1585 (TTY) five (5) days before the scheduled meeting. 1. CALL TO ORDER, Nina Menis, President 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL, Jeanine O’ Meara, Secretary 4. CONSENT AGENDA (Any item on the Consent Agenda ACTION may be removed for separate consideration by any Board Member) A. APPROVAL OF MINUTES – ATTACHMENT 1. September 18, 2019 – Regular Meeting B. APPROVAL OF EXPENDITURES - ATTACHMENT 1. September 11, 2019 2. September 25, 2019 C. FINANCIAL REPORTS – ATTACHMENT 1. Statement of Cash – September 2019 2. Statement of Revenue and Expense – September 2019 1
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AGENDA REGULAR MEETING OF THE
NAPERVILLE PUBLIC LIBRARY BOARD OF TRUSTEES 7:00 PM – WEDNESDAY, OCTOBER 16, 2019
NICHOLS LIBRARY, BOARD ROOM WELCOME VISITORS
Visitors are welcome to all meetings of the Library Board. Anyone who wishes to address the Board must sign in on the sign-up sheet. Those who wish to address a topic that is not on the Board agenda should sign-up to address the Board during the agenda item, Public Forum. Persons wishing to address an item that is on the agenda should indicate on the sign-up sheet the agenda item to which they wish to speak. They may then address the Board when the item is up on the agenda, prior to the Board’s consideration of the item. Speakers are limited to five (5) minutes. The Board requests that a group appoint one (1) speaker to present the views of the entire group. Speakers will state their name and the group they are representing before addressing the Library Board. Any individual with a disability requiring a reasonable accommodation to participate in this meeting should contact the Library Director at (630) 961-4100, ext. 6150 or (630) 355-1585 (TTY) five (5) days before the scheduled meeting.
1. CALL TO ORDER, Nina Menis, President
2. PLEDGE OF ALLEGIANCE
3. ROLL CALL, Jeanine O’ Meara, Secretary
4. CONSENT AGENDA (Any item on the Consent Agenda ACTION may be removed for separate consideration by any BoardMember)
A. APPROVAL OF MINUTES – ATTACHMENT1. September 18, 2019 – Regular Meeting
B. APPROVAL OF EXPENDITURES - ATTACHMENT1. September 11, 20192. September 25, 2019
C. FINANCIAL REPORTS – ATTACHMENT1. Statement of Cash – September 20192. Statement of Revenue and Expense – September 2019
8. NEW BUSINESSA. 95th Street IT Workroom RenovationB. Policy 210 – Library Card PolicyC. Policy 312 – Smoke Free Environment ACTION D. Policy 040/050 – Community Involvement & Partnerships ACTIONE. Exploring the Merits of a Parking Deck at Nichols ACTION
9. CLOSED SESSIONPresident may entertain a motion to enter into closed session in accordance withthe Illinois Open Meetings Act, Section 2(c)(1) “for the appointment, employment,compensation, discipline, performance, or dismissal of specific employees of thepublic body”.
10. OPEN SESSIONPresident may entertain a motion to reconvene in Open Session.
11. ADJOURNMENT ACTION
CALENDAR November 20, 2019, Board Meeting, Nichols, Board Room, 7pm December 18, 2019, Board Meeting, Nichols, Board Room, 7pm
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Unofficial prior to Board of Trustee Approval.
Approval by the Board of Trustees on __________as written.
MINUTES OF THE REGULAR MEETING OF THE LIBRARY BOARD OF TRUSTEES
SEPTEMBER 18, 2019
1. CALL TO ORDERPresident Menis called the meeting to order at 7:00 p.m. in the Board Room atNichols Library.
2. PLEDGE OF ALLEGIANCE
3. ROLL CALL
Board Present: Debra Dunne Anne Federlein Nancy Hayes Andrew Heap Nina Menis Barbara O’Meara Jeanine O’Meara Kay Severinsen (via phone) Nitin Vig
Staff Present: Dave Della Terza, Executive Director Karen Dunford, Deputy Director Ellen Conlin, NSL Library Manager Sue Ashe, HR Manager Jeff Scheuerman, Finance Manager John Bender, IT Manager Scott Speidel, Facilities Manager Rohini Bokka, Tech Services Manager Carla Nolidis, NSL Customer Services Supervisor Will Degenhard, NBL Customer Services Supervisor Jeanne Harrison, NIC Customer Services Supervisor Carrie Rader, Executive Assistant
Others Present: Eric Hallgren, City Budget Manager
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4. REMOTE PARTICIPATIONPresident Menis asked for a motion to allow Trustee Severinsen to participate in themeeting via phone. Motion made and seconded to approve Trustee Severinsen toparticipate in the meeting via phone.ROLL CALL VOTE:
o Aye: Dunne, Federlein, Hayes, Heap, Menis, B. O’Meara, J. O’Meara, Vig.o Absent: None.o Present: Severinsen. MOTION DECLARED CARRIED.
5. CONSENT AGENDA 19-9/18-40A. Approval of Minutes
1. August 21, 2019 - Regular MeetingB. Approval of Expenditures
C. Financial Reports1. Statement of Cash – August 20192. Statement of Revenue and Expense – August 2019
Motion made and seconded to approve the August Consent Agenda. ROLL CALL VOTE:
o Aye: Dunne, Federlein, Hayes, Heap, Menis, B. O’Meara, J. O’Meara, Vig.o Present: Severinsen.o Absent: None. MOTION DECLARED CARRIED.
6. COMMUNICATIONS AND PUBLIC FORUMNone.
7. REPORTSA. Online Library Card Registration RECEIVE Director Della Terza introduced the Customer Service Supervisors - Jeanne Harrison of Nichols, Will Degenhard of Naper Blvd, and Carla Nolidis of 95th Street - the team responsible for creating the Online Card Registration. They answered questions and walked the Board through the application process and demonstrated that customers can also renew their cards through the website. It is already proving to be a successful endeavor, as thirty-six customers signed up for a new card in the first week!
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B. Director’s Report RECEIVELibrary Services - Director Della Terza reported a 77% increase of participation andcompletion of the Summer Reading Program this year over 2018. He contributedthis success to the outreach efforts made in the community and our new programadditions. He also noted that Children’s Services has added a “Stay and Play”program after storytimes so children and parents can have more time to socializeand play while at the library.Strategic Plan – After analyzing the current Children’s World Languageprogramming, staff is looking to increase the frequency of our current storytimesand potentially add new languages, such as Polish and Tamil. A team is also beingcreated to promote the library’s online resources and provide training to customers.The training will focus on three themes: education, entertainment, and a rotatingtheme based on the season.Community PartnershipsDirector Della Terza has continued to meet with members of the Naperville cityleadership and local partnerships to increase visibility and strengthen librarypartnerships. NPL is currently working with the Naperville 2020 Census CompleteCount Committee, League of Women Voters, Western DuPage Special RecreationAssociation, and Naperville North Robotics to provide programs and resources forthe community. NPL also participated in this year’s Labor Day parade.
C. Monthly Statistics RECEIVE Monthly statistics were accepted as presented.
8. OLD BUSINESSA. CY20 Budget, Levy Request and Multiple Year Plan 19-9/18-41Overall, this budget for calendar 2020 is an increase from our CY19 plan by $242,000 which is a 1.5% increase in total. The tax levy increases by $252,000, a 1.7% change, to a requested amount of $14,935,000. The Board asked Della Terza and Hallgren, City Budget Manager, questions regarding the increase. Hallgren explained that the increase is in line with the city’s budget, as they are needing to cover the rise in Health Insurance and IMRF cost, as well.
Motion made and seconded to approve the CY20 Budget, Levy Request and Multiple Year plan as presented. ROLL CALL VOTE:
o Aye: Dunne, Federlein, Hayes, Heap, Menis, B. O’Meara, J. O’Meara, Vig.o Present: Severinsen.o Absent: None. MOTION DECLARED CARRIED.
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B. Capital Improvement Program (CIP): CY20-CY24 19-9/18-42Director Della Terza presented a list of planned improvements for our buildings in the coming years. Currently, staff is reviewing and updating the IT workroom at the 95th Street Library. In 2020, NPL is looking into replacing the 95th Street parking lot lights and the public parking lot itself. Several ‘back of the house’ areas and workrooms are also planned to be upgraded or renovated next year. Looking further out, staff has identified that the roof at 95th Street will need maintenance in 2022. Upon approval, staff will create the necessary documents for submission to the city.
Motion made and seconded to approve the Capital Improvement Program (CIP): CY20-CY24 as presented. ROLL CALL VOTE:
o Aye: Dunne, Federlein, Hayes, Heap, Menis, B. O’Meara, J. O’Meara, Vig.o Present: Severinsen.o Absent: None. MOTION DECLARED CARRIED.
C. Strategy for Partner Relationships RECEIVE The Board has expressed interest in becoming more visible by attending library and community events. They asked for a list of upcoming events and a sign-up sheet be created to make sure the Board is represented at each event. This will be provided to the Board at the October meeting.
D. Customer Satisfaction Survey Response and Action Items RECEIVE Director Della Terza provided the Board with a handout of the Customer Satisfaction Survey response summary. It listed the respondents’ top suggestions for improvement which included more children’s storytimes and Adult programming, eliminating the computer class fees, improving the Wi-Fi speed, increasing materials in various collections, and creating more parking at Nichols. While we can always improve, it’s important to note that 85% of our customers rate our libraries as a 9 or 10 out of 10 in satisfaction and 99.82% of respondents said that NPL is essential to the community.
9. NEW BUSINESSA. Policy 251 – Purchasing (New Format) 19-9/18-43Policy 251, Purchasing, was approved in its current format by the Board in July 2019. As policies are being updated, Della Terza is recommending also updating the format with a more current look and removing the numbering system which will make the policies easier to navigate and access. Trustee Heap recommended adding that if the content of a policy was not changed, the Board would approve the use and conversion to the New Format for all current policies.
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Motion made and seconded to approve the format of Policy 251 – Purchasing Policy as presented and allow the New Format to be applied to all current policies.
ROLL CALL VOTE: o Aye: Dunne, Federlein, Hayes, Heap, Menis, B. O’Meara, J. O’Meara, Vig. o Present: Severinsen. o Absent: None. MOTION DECLARED CARRIED.
B. Policy 360 – Lost and Found Items (New Format) 19-9/18-44
Policy 360, Lost and Found Items (retitled Lost and Found Items Policy), has been updated to reflect a few minor changes. This policy was also chosen to update this month to highlight what a smaller policy would look like using the new format.
Motion made and seconded to approve the changes in content and format of Policy
360 – Lost and Found Items Policy as presented. ROLL CALL VOTE:
o Aye: Dunne, Federlein, Hayes, Heap, Menis, B. O’Meara, J. O’Meara, Vig. o Present: Severinsen. o Absent: None. MOTION DECLARED CARRIED
C. Board Orientation Presentations RECIEVE Director Della Terza informed the Board that rather than having one large presentation, the departments will take turns presenting at the monthly meetings to provide the Board with a larger view of the Naperville Public Library. With the addition of new Board Members in recent months, an orientation to NPL would support the desire of our Trustees to increase their knowledge of the services we provide to the community.
10. ADJOURNMENT
Motion made and seconded to adjourn the meeting at 8:11 p.m. MOTION DECLARED CARRIED.
09/25/2019 10 .• 48 Sl.40stopkad I City of Naperville.- LIVE
A/P CASH DISBURSEMENTS JOURNAL-LIB~RY
CASH ACCOUNT: 4600 111103 • AP CHECKING ACCOUNT CHECK NO CHK DATE TYPE VENDOR NAME INVOICE INV DATE
INVOICE DTL DESC
PO CHECK RUN
657007 09/25/2019 PRTD Invoice: 76511713
1600 RECORDED BOOKS INC 76511713
87.20 50452900 541400
09/04/2019 09/25/19 MATERIALS
BOOKS AND PUBLICATIONS
657008 09/25/2019 PRTD Invoice: AP10.24.19
926 ROBERT R BURTON
CHECK
AP10.24.19 08/08/2019 PROGRAM CONTRACT
200.00 50392900 531308 OPERATIONAL SERVICE
C,HECK
657009 09/25/2019 PRTD 730 SCHOOL OUTFITTERS LLC INV13236424 09/12/2019 Invoice: INV13236424 MAKER STATION PO 17093
657010 09/25/2019 PRTD Invoice: 8055593516
Invoice: 8055667923
Invoice: 8055746480
657011 09/25/2019 PRTD Invoice: X57468379
657012.09/25/2019 PRTD Invoice: AP10.1.19
653 .. 12 50102900 541407 OPERATING SUPPLUS
487 STAPLES CONTRACT & COMMERCIAL LLC 8055593516
86.98 50342900 541401
STAPLES CONTRACT & COMMERCIAL LLC 8055667923
828.13 50342900 541401
STAPLES CONTRACT & COMMERCIAL'LLC 8055746480
1,463.85 50342900 541401
1375 UNITED PARCEL SERVICES INC X57468379
722 WENSTRUP, GARY
28.14 50102900 532319
AP10.1.19
180.00 50392900 531308
NBL
NIC
CHECK
08/31/2019
CUSTODIAL SUPPLIES
09/07/2019
CUSTODIAL SUPPLIES
09/14/2019 NBL&NSL
CUSTODIAL SUPPLIES
CHECK
09/14/2019 ILL&T.S.
POSTAGE AND DELIVERY
CHECK
08/08/2019 PROGRAM CONTRACT
OPERATIONAL SERVICE
CHECK
657007 TOTAL:
09/25/19
657008 TOTAL•
09/25/19
657009 TOTAL•
09/25/19
. 09/25/19
09/25/19
657010 TOTAL•
09/25/19
657011 TOTAL,
09/25/19
657012 TOTAL•
lp 9 apcshdsb
NET
87.20
87.20
.200.00
200.00
653.12
.653.12
86.98
828 .. 13
1,4;63.85
28.14
28.14
180.00
180.00
28
09/25/2019 10i48 5140stopkad I
City of NaperVille - LIVE A/P CASH DISBURSEMENTS JOURNAL-LIBRARY
CASH ACCOUNT' 4600 111103 AP CHECKING ACCOUNT CHECK NO CHK DATE TYPE VENDOR NAME
657013 09/25/2019 PRTD Invoice: BBL10.3.19
672 WILLIAM HAZELGROVE
INVOICE INV DATE PO CHECK RUN
INVOICE DTL DESC
BBL10. 3 .19 08/08/2019 09/25/19 PROGRAM CONTRACT
275.00 50392900 531308 OPERATIONAL SERVICE
.'-
NUMBER OF CHECKS 47
TOTAL PRINTED CHECKS TOTAL EFT'S
CHECK 657013 TOTAL,
*** CASH·ACCOUNT TOTAL ***
COUNT AMOUNT ------
40 58,013.98 7 20,494.15
*** GRAND TOTAL ***
lp .10 apcshdsb
NET
275.00 .
275.00
78,508.13
78,508.13
29
310 311 312GIFT/ CAPITAL PROJECT
OPERATING CAPITAL RESERVE MEMORIAL FUNDS
NET CASH & COST VALUE OF INVESTMENT BALANCE (952,996.40) 235,476.49 39,340.85UNREALIZED GAIN/(LOSS) ON MARKET VALUE OF INVESTMENT (23,867.59) (1,323.38) 86.42
BEGINNING CASH & MARKET VALUE OF INVESTMENTS BALANCE ($976,863.99) $234,153.11 $39,427.27 $0.00 ADD RECEIPTS:TAXES-PRIOR YEAR - TAXES 4,912,855.60 TAX RELIEF - INTEREST & DIVIDENDS - - - CURRENT MONTH-REALIZED GAIN/(LOSS) ON INVESTMENT - - - CURRENT MONTH-UNREALIZED GAIN/(LOSS) ON INVESTMENT 26,468.48 - - OTHER RECEIPTS - INTERFUND TRANSFER - - - BANK RECONCILEMENT CHANGE (from 1/31/19) 116.82 20.16 (8.61) FEES,GRANT & OTHERS 198,961.25 - 20.00 TOTAL RECEIPTS: 5,138,402.15 20.16 11.39 -
TOTAL CASH & INVESTMENT $4,161,538.16 $234,173.27 $0.00
NET CASH & COST VALUE OF INVESTMENT BALANCE 2,973,408.56 235,461.05 39,349.54UNREALIZED GAIN/(LOSS) (23,867.59) (1,323.38) 86.42CASH & MARKET VALUE OF INVESTMENT BALANCE 2,949,540.97 234,137.67 39,435.96
The Purpose of this report is to present a Treasurer's Statement using financial information from GMBA. The report presents a monthly recap of the cash position, which supports the prepared library schedules for reasonableness.Titles have been changed to provide a more accurate description of activity and balances.There maybe small timing differences when comparing Statement of Cash and Investment Position to the Operating Revenues and Other Funding Sources Report.
Per Balance SheetCASH & INVESTMENTS, INTEREST RECEIVABLE 2,949,540.97 234,137.67 39,435.96
DIFFERENCE 0.00 0.00 0.00
CITY OF NAPERVILLENAPERVILLE PUBLIC LIBRARY FUNDS
STATEMENT OF CASH AND INVESTMENT POSITIONSeptember 2019
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CY2019 CY2019 CY2018 CY2018ANNUAL MONTH OF CURRENT % SEPTEMBER JAN.-DEC.
OPERATING FUND 102 BUDGET SEPTEMBER YTD YTD YTD YTD
OTHER FUNDING SOURCESOperating Balance 400,000 0 0 0 0TOTAL OTHER SOURCES 0 0 0 0
Total 15,874,000 1,212,018 11,307,046 71.2% 10,905,697 14,844,128
SEPTEMBER 2019
THE NAPERVILLE PUBLIC LIBRARYSTATEMENT OF REVENUE AND EXPENSE REPORT CY 2019
OPERATING EXPENDITURES75% CALENDAR YEAR
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Director’s Report – October 2019 Library Services
• Star Wars Day: 95th Street Library’s annual Star Wars Reads Day continued to be a successful event for all ages. This year’s event was the highest attended so far, with 2,762 customers attending (compared to 2,400 in 2018). Customers had many great things to say via e-mail and social media:
“Our family just wanted to thank you all for the fantastic Star Wars event Saturday. We’ve seen this event listed in the past but never made it before since we live on the north side of Naperville. We’re incredibly amazed and impressed at the time, effort, creativity, and resources devoted to this event. The offerings were so varying and creative that even my almost 12-year-old had a great time, as did his 9-year-old sisters. We especially loved making recordings where we sounded like Darth Vader, having a family photo in front of the Millennium Falcon and the Escape Room, but it was all great! The many costumed characters walking around just made it incredible—we have so many fun photos. We feel very lucky to live in a city with one of the best libraries in the country.” - The Harris Family
“I think it was an awesome event for everyone! We loved it and my kids still talk about! Thank you for such an awesome and organized event.” - Gabriele
“Thank you so much for organizing this event! It was great and very well organized! My son had absolute fun.” – Kausar
• Leveling Readers: Children’s Services staff have begun adding a sticker to our
beginning readers collection, based on the level of the book’s difficulty. This project, which consists of three different levels, will increase browsability for customers.
• Small Business Week: For next year’s Small Business Week, we are planning to have a half-day mini conference with six different workshops. This event will take the place of the pitch session and business showcase.
Strategic Plan • Assistance with Managing Accounts: A group brainstormed on how to help
customers manage their library accounts. The suggestions we are considering include video tutorials on the library’s website, an update to our billing policy to make it more customer friendly, and research into instituting automatic renewals.
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• Lobby Stops in Assisted Living Centers: This year, the library piloted lobby stops, where library staff visited Martin Ave. Apartments with library card applications and materials for checkout. The program requires only two staff hours per month and has been very popular. Next year, we are looking at expanding this program to two additional assisted living centers.
• World Language Collections: A group analyzed our World Language collection and researched the potential of adding additional languages. The languages we would like to explore adding next are Italian, French, and Arabic. Italian and French were suggested because our films in those languages have high circulation rates, and they are the second and third most popular languages for our customers to learn using Mango Languages (Spanish is number one). Arabic is suggested due to discussions with the three local Islamic Centers, a growing population of Arabic ESL students in the local school districts, as well as high circulation in our film collection.
• Digital Competencies: We have developed a list of digital competencies for staff in each public services department. Moving forward, professional development will be provided for staff, including training videos and demonstrations at department meetings, so they can better help customers with their technology questions.
• Awareness of Services Customers Can Use From Home: The library has increased marketing of services customers can use from home. This includes promotions on our website, on social media, in our newsletter, and in our program guide. We have also increased marketing of our online services through promotions in the library lobbies once a quarter, at the 95th Street farmer’s market, and by producing videos to highlight specific services.
Community Partnerships
• Naperville Census: The library successfully hosted a Census Applicant Day as well as a Census Champion Day to help recruit census workers and promote the importance of the upcoming census. We will continue to host these events and increase our marketing in partnership with the 2020 Naperville Census Complete Count Committee.
• Hero For a Day Event: The library partnered with the Naperville Police Department, the Unity Partnership, School District 203, and the Naperville City Council for the “Hero for a Day” event. At-risk students from Scott School came to Naper Blvd. Library and received free Super Heroic shoes from designer Jason Mayden. The event was designed to help kids get to know local police officers better and to encourage kids to be heroes at home and at school.
• Naperville Police Department: Officer Fletcher stopped by all three library locations for Meet and Greet Storytimes. Kids were able to interact with Officer Fletcher during storytime and then take turns sitting in a real police car.
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• Constitution Week: The library partnered with the Ft. Wayne chapter of the Daughters of the American Revolution, located in Naperville, to celebrate Constitution Week with displays at each location.
• Feed the Seed Foundation: The Feed the Seed Foundation, previously known as the Naperville Foundation, has launched its website (www.feedtheseedfoundation.org). Our business librarian, Kent Palmer, is on the foundation’s Board. The foundation will be working to secure funding to support NaperLaunch Academy graduates, and to potentially revitalize a pitch competition in the future.
• Youth Vaping Event: US Representative Lauren Underwood hosted a well-attended Youth Vaping Epidemic Listening Session on teen vaping at the 95th Street Library. The group discussed how vaping is impacting local communities and solutions at the local and federal levels.
• NACC Toast To Our Members and Farewell to Nicki Anderson: Trustee Nancy Hayes and Deputy Director Karen Dunford represented the library at the Chamber’s farewell event for Nicki Anderson.
Advocacy
• eBooks Update: The American Library Association and Public Library Association created a campaign to highlight Macmillan’s embargo on library copies of e-books. Under this embargo, libraries can only purchase one copy of a new e-book title for the first eight weeks after a book’s release. This severely limits a library’s ability to serve its customers with relevant materials.
• LinkedIn Learning: Recently, LinkedIn purchased Lynda.com, one of our training video databases. There has been some controversy regarding LinkedIn’s privacy policies and their requirement for customers to sign up for a LinkedIn page to use the training videos. After comparing LinkedIn Learning with similar programs, and learning that LinkedIn is delaying the requirement for customers to get a LinkedIn profile, we have decided to continue to utilize this service for now and keep an eye on developments.
• Library Fines: Chicago Public Library made headlines this month by announcing that they are eliminating library overdue fines. This is an ongoing conversation in the library world: some libraries are taking the stance that library fines restrict access, while others believe fines encourage the prompt return of materials. In our area, a few libraries are currently fine free (including Addison Public Library, Glen Ellyn Public Library, LaGrange Public Library, and Oak Park Public Library) and few libraries do not charge fines on children’s items (Aurora Public Library and Skokie Public Library). Most other area libraries charge overdue fines. All libraries, even those going fine free, continue to charge customers for damaged and non-returned materials.
Staff Updates • Renovations: Staff met with Williams Architects to discuss the next steps in the IT
Workroom renovation, as well as a master plan to renovate staff work spaces. Staff in each department provided initial feedback, and we will continue to work with Williams to come up with a plan to move forward.
Upcoming Events October 24, 2019 – Trustee Day for the Illinois Library Association conference in Tinley
Park, IL (conference runs October 22-24) October 28, 2019 – 1st City Council Budget Workshop, 7pm at Council Chambers November 2, 2019 – Local Author Day from 1-4pm at 95th Street Library November 18, 2019* – 2nd City Council Budget Workshop, 7pm at Council Chambers November 29, 2019 – Little Friends Parade, 7pm in Downtown Naperville *This date has been updated.
8. NEW BUSINESSA. 95th Street IT Workroom Renovation
As part of the Capital Improvement plan, the library has been working with Williams Architects on a scope of work and RFP for a renovation of the IT Workroom at 95th Street Library. This renovation will help bring the space up to date and would be the first major upgrade to the space since the 95th Street Library opened in 2003.
The work includes construction, electrical, and flooring. The three alternate projects included were ceiling tile and lighting replacement, flooring replacement, and painting of existing surfaces.
Process • The RFP was developed, advertised (public notices) and posted on the NPL website.• 12 contractors attended the mandatory site inspections for each facility.• Eight proposals were received and evaluated.
The base bids in the eight proposals were all between the range of $47,000 and $93,000. The alternate bids ranged from $14,050 to $59,324.
Reef Contractors Inc. came in with the lowest bid for the total project at $67,530. Williams Architects completed a background reference check for Reef and confirmed the scope of work is correct and that the project is straightforward for them. Williams is familiar with Reef’s work in the past when they worked together on an Elmhurst Park District project.
Staff recommends that the contract for the IT Workroom Renovation be awarded to Reef Contractors Inc. for the amount $67,530 plus a 5% contingency to be funded from the Capital Reserve Fund. This work is scheduled to be completed in the fourth quarter of 2019 and first quarter of 2020.
Costs
Company Base Bid Alternates Total Reef Contractors $53,480 $14,050 $67,530 Orbis Construction $47,900 $31,975 $79,875 Kanou Construction $47,000 $39,000 $86,000 Romaas, Inc. $52,900 $55,000 $107,900 LRC Group $93,000 $33,500 $126,500 Lite Construction $73,300 $56,400 $129,700 MCG Manusos $75,625 $59,324 $134,949 KM Holly $86,950 $55,300 $142,250
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October 16, 2019
8. NEW BUSINESSB. Policy 210 – Library Card Policy
Due to some recent changes in procedure and the addition of the online library card application, the Library Card Policy has a few small updates.
• The policy had an entire paragraph about how customers needed to come in to activate acard that went through an online application. This is no longer necessary, and thatparagraph has been eliminated.
• Special Services was renamed Home Delivery earlier this year, so the term has been updatedin the policy.
• Lost and damaged cards are now replaced for customers for free; previously there was a $5replacement fee. With many customers using the app or memorizing their library cardnumber, the small amount of replacement cards issued don’t necessitate a fee.
• We no longer mail cards to people to prove residence. Instead, they give us documentation.Staff recommends approving the Library Card Policy as presented.
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I. PURPOSEThe purpose of this policy is to describe the parameters relating to obtaining borrowingprivileges at the Naperville Public Library.
II. SCOPEThis policy describes the types of cards provided, the types of identification necessary toobtain a card, restrictions on reciprocal borrowers, and borrower liability limits.
III. PROVISIONSA. The Naperville Public Library provides several types of library cards to meet the
needs of a range of customers. All library cards remain the property of theNaperville Public Library1. Resident Cards
a. Residents of the City of Naperville age 18 and older may register for theirown library cards online or in person at any Naperville Public Libraryfacility. A parent or guardian must have a Naperville Public Library cardand must be present and sign for the library card of a minor. In signing fora card for a minor (anyone under age 18), the parent or guardian agrees tobe responsible for any fines or fees incurred on the juvenile card.
b. Residents of the City of Naperville may apply for library cards online bycompleting the application form available on the Library’s website. Anactual card must be picked up within 30 days, in person. At the time ofpick up, the patron must provide address verification (see B.2 below) inorder for the card to be valid. A parent or guardian must be present andsign for the card before it will be released to a minor.
c. Resident cards are valid for three years.d. The Special Services card is valid for one year. (See Policy 225 for more
information on Special Services.)2. Nonresident Taxpayer Cards
a. Library cards are available without charge to persons who pay propertytaxes to the City of Naperville, but do not live within the City limits.Those eligible include any partner, principal stockholder, joint owner, orsenior administration officer of the owner or tenant. The most current taxbill must be presented upon application.
b. Nonresident taxpayer cards are valid for three years.3. Nonresident Cards
a. A nonresident who lives in Illinois and who does not have his or herprincipal residence within the territory of a public library service area mayobtain a library card for each person in a household by paying a fee basedon property tax formulas provided by the Illinois State Library.
b. Nonresident Cards are valid for one year.4. Business Cards
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a. Business cards will be issued to any organizational entity, profit or nonprofit, that owns or rents property in the City of Naperville.
b. A card application must be signed by a responsible person within the organization, such as an owner, manager, or fiscal officer.
c. The corporate entity, or its representative signing for the card, shall assume responsibility for any fines, fees, damages, or loss of materials which may result from the use of the card.
d. Only one card will be issued per property owner or renter. e. Appropriate documentation and identification must be presented upon
application and may include, but are not limited to, the most current tax bill, a business license, incorporation papers, certification by County Clerk, or 501(c) tax-exemption.
f. Business cards are valid for one year. 5. Cards from Other Libraries
a. The Naperville Public Library participates in the Reciprocal Borrowing Program operated under the auspices of Illinois library systems and the Illinois State Library. Reciprocal borrowers must have their home library card with them and present a photo ID to be registered as reciprocal borrowers.
b. Library cards honored through the Reciprocal Borrowing Program are subject to the following limits: i. Reciprocal borrowers may not place holds on materials. ii. Reciprocal borrowers may not request materials through interlibrary
loan at NPL (although they may do so at their home libraries). iii. Reciprocal borrowers may not check out downloadable materials,
eReaders, or tablets. Reciprocal borrowers cannot remotely access the Library’s online databases.
iv. Reciprocal borrowers are not eligible to register for Special Services. v. Reciprocal borrower privileges are valid for one year or until the
expiration date of the home library card, whichever comes first. 6. Short Term Cards
a. Short Term cards may be issued based on the length of expected residence in Naperville.
b. Short Term cards require a current photo ID or another form of current ID (see B.2 below).
c. All provisions of this policy apply to holders of a Short Term card. B. Address Verification
1. All adults must present a current photo ID, such as an Illinois driver’s license or an Illinois state ID card, with their current address to obtain a Naperville Public Library card.
2. If a photo ID with the current address is not available, any of the following forms of current identification, print or electronic, and one photo ID, may be
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used to show residency for the purposes of obtaining a library card. Additional documents, not listed here, may be acceptable upon review by staff. a. Checking account b. Telephone directory verification c. Current Illinois driver’s license/identification card renewal notice d. Current Illinois driver’s license receipt (valid with signature) e. Current Illinois instruction permit (valid with signature) f. Current vehicle registration g. Mortgage/personal loan documents (not applications) h. Rent receipt (within 60 days) i. Utility bill (within 60 days) j. Personal mail with postmark (within 60 days)
3. Persons with a photo ID which is not current and who have no other form of acceptable identification may have their cards mailed to them at their residences. The mailed card must be presented at a library facility within 30 days of mailed date in order to be fully activated.
C. Lost and Damaged Cards 1. In the event that a library card is damaged or reported lost, a replacement card
will be issued upon payment of the fee listed in Policy 216, Replacement Fee Schedule. The original library card will be invalidated.
D. Borrower Liability Limits 1. The limit of liability for Naperville Public Library cardholders and reciprocal
borrowers in cases of unauthorized use of a lost or stolen card is $50. The patron must document a stolen card claim that results in unauthorized use with a police report.
2. There is no limit of liability in cases where the fraudulent use is by family members or members of the same household. In such cases, the cardholder will be responsible for full restitution for the material replacement costs as well as charges for collection agency referral.
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Library Card Policy
Naperville Public Library provides several types of library cards to meet the needs of a range of customers. All library cards remain the property of the Naperville Public Library. Resident Cards Residents of the City of Naperville age 18 and older may register for their own library cards online or in person at any Naperville Public Library facility. A parent or guardian must have a Naperville Public Library card and sign for the library card of a minor (anyone under age 18). In signing for a card for a minor, the parent or guardian agrees to be responsible for any fines or fees incurred on the juvenile card. Resident cards are valid for three years. Nonresident Taxpayer Cards Library cards are available without charge to persons who pay property taxes to the City of Naperville, but do not live within the City limits. Those eligible include any partner, principal stockholder, joint owner, or senior administration officer of the owner or tenant. The most current tax bill must be presented upon application. Nonresident taxpayer cards are valid for three years. Nonresident Cards A nonresident who lives in Illinois and who does not have his or her principal residence within the territory of a public library service area may obtain a library card for each person in a household by paying a fee based on property tax formulas provided by the Illinois State Library. Nonresident Cards are valid for one year. Business Cards Business cards will be issued to any organizational entity, profit or nonprofit, that owns or rents property in the City of Naperville. A card application must be signed by a responsible person within the organization, such as an owner, manager, or fiscal officer. The corporate entity, or its representative signing for the card, shall assume responsibility for any fines, fees, damages, or loss of materials which may result from the use of the card. Only one card will be issued per property owner or renter. Appropriate documentation and identification must be presented upon application and may include, but are not limited to, the most current tax bill, a business license, incorporation papers, certification by County Clerk, or 501(c) tax-exemption. Business cards are valid for one year. Cards from Other Libraries The Naperville Public Library participates in the Reciprocal Borrowing Program operated under the auspices of Illinois library systems and the Illinois State Library. Reciprocal borrowers must have
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their home library card with them and present a photo ID to be registered as reciprocal borrowers. Library cards honored through the Reciprocal Borrowing Program are subject to the following limits:
• Reciprocal borrowers may not place holds on materials.• Reciprocal borrowers may not request materials through interlibrary loan at NPL (although
they may do so at their home libraries).• Reciprocal borrowers may not check out downloadable materials or hotspots.• Reciprocal borrowers cannot remotely access the library’s online databases.• Reciprocal borrowers are not eligible to register for Home Delivery.
Reciprocal borrower privileges are valid for one year or until the expiration date of the home library card, whichever comes first.
Short Term Cards Short Term cards may be issued based on the length of expected residence in Naperville. Short Term cards require a current photo ID or another form of current ID. All provisions of this policy apply to holders of a Short Term card.
Address Verification All adults must present a current photo ID, such as an Illinois driver’s license or an Illinois state ID card, with their current address to obtain a Naperville Public Library card. If a photo ID with the current address is not available, any of the following forms of current identification, print or electronic, and one photo ID may be used to show residency for the purposes of obtaining a library card. Additional documents, not listed here, may be acceptable upon review by staff.
• Checking account• Telephone directory verification• Current Illinois driver’s license/identification card renewal notice• Current Illinois driver’s license receipt (valid with signature)• Current Illinois instruction permit (valid with signature)• Current vehicle registration• Mortgage/personal loan documents (not applications)• Rent receipt (within 60 days)• Utility bill (within 60 days)• Personal mail with postmark (within 60 days)
Lost and Damaged Cards In the event that a library card is damaged or reported lost, a replacement card can be issued to the customer at no charge.
Borrower Liability Limits The limit of liability for Naperville Public Library cardholders and reciprocal borrowers in cases of unauthorized use of a lost or stolen card is $50. The customer must document a stolen card claim that results in unauthorized use with a police report. There is no limit of liability in cases where the fraudulent use is by family members or members of the same household. In such cases, the cardholder will be responsible for full restitution for the material replacement costs as well as charges for collection agency referral.
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October 16, 2019
8. NEW BUSINESSC. Policy 312 – Smoke Free Environment
Policy 312, Smoke Free Environment, was last approved by the Board in 2015. The language written in the policy informs customers and staff that the library prohibits smoking in all library facilities and vehicles, and “within 30 feet of entrances, exits, air intakes, or designated outdoor seating areas.”
The library’s General Rules of Conduct policy also prohibits “smoking, vaping, or use of tobacco products inside the library or within 30 feet of entrances, exits, air intakes, or designated outdoor seating areas.” The library’s employee handbook bans smoking while in or around library vehicles.
Because this policy duplicates language already found in other policies, staff recommend eliminating this policy, and referring customers and staff to the other policies as necessary.
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I. PURPOSETo create a comfortable, healthy and clean environment for both the public and Libraryemployees, the use of tobacco in any form is strictly prohibited in the Library.
II. SCOPEThis policy applies to all Library facilities, grounds, and vehicles.
III. PROVISIONSA. The Library prohibits smoking and the carrying of lighted smoking materials in
all library facilities and vehicles, and within 30 feet of entrances, exits, air intakes,or designated outdoor eating areas. Smoking is permitted outdoors in designatedareas only.
B. The use of e-cigarettes or smokeless tobacco are prohibited in all library facilitiesand vehicles.
C. The Library will state on all applications for employment and for the use offacilities that the Library maintains smoke and tobacco-free environments.
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October 16, 2019 8. NEW BUSINESS D. Policy 050 – Community Involvement and Partnership, and Policy 040 – Partnership Policy Policy 050 – Community Involvement and Partnership, and Policy 040 – Partnership, were both last updated in 2017. There is significant overlap between the two policies. Because the Community Involvement and Partnership Policy is more inclusive, staff recommend eliminating the Partnership Policy and integrating the information into the Community Involvement Policy. Following are the two original policies, along with a combined version that delivers a positive view of NPL’s partnership opportunities.
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SUBJECT: COMMUNITY INVOLVEMENT AND PARTNERSHIP POLICY
I. PURPOSE
The Naperville Public Library recognizes the responsibility it has to the community
it serves and seeks to be aware of and responsive to its needs by forming and sustaining
partnerships with area organizations, agencies, and businesses.
II. SCOPE
This policy applies to all efforts by Board and staff to connect with, interact with, and
communicate with Naperville community organizations, agencies, and businesses on behalf of
the Naperville Public Library.
III. PROVISIONS
A. The Library will encourage and facilitate the Board of Trustees and key management
personnel to be active participants in the community on behalf of the Library by
supporting participation in select Naperville-based community organizations and
attendance at key community events.
B. Any agency that partners with the Library must have goals compatible with the mission of
the Library. The Library reserves the right to cancel an existing partnership with an
organization that develops a public image incompatible with the Library’s services or
objectives or uses the Library’s name without prior consent.
C. Staff will maintain guidelines for entering into partnerships, taking into consideration such
things as impact on staff time, Library resources, and benefit to the community.
Partnerships will be subject to the approval of the Executive Director or designee.
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SUBJECT: PARTNERSHIP POLICY I. PURPOSE
The purpose of this policy is to define under what circumstances the Naperville Public Library will enter into partnerships.
II. SCOPE
The following provisions apply to all Naperville Public Library partnerships with institutions, organizations, businesses and/or individuals.
III. PROVISIONS
A. Institutions, organizations, businesses or individuals with policies, vision, mission and goals compatible with those of the Naperville Public Library will be considered for potential partnership.
B. The Naperville Public Library will only enter into partnerships determined to be in
the best interest of the Library’s users.
C. Partnerships will be subject to the approval of the Executive Director or designee.
D. The Library is not responsible for determining the value or deductibility of any materials or services provided.
E. Staff will maintain guidelines for entering into partnerships, taking into
consideration such things as impact on staff time, Library resources, and benefit to the community.
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Community Involvement and Partnership Policy
Naperville Public Library recognizes the responsibility it has to the community it serves and seeks to be aware of and responsive to its needs through community involvement and partnerships with area organizations.
Community Involvement The library will encourage and facilitate the Board of Trustees and library staff to be active participants in the community on behalf of the library by supporting participation in select Naperville-based community organizations and attendance at key community events.
Partnerships Naperville Public Library welcomes partnership opportunities. Organizations, businesses or individuals with goals compatible with those of the Naperville Public Library will be considered for potential partnership. Partnerships will be subject to the approval of the Executive Director or designee.
Staff will maintain guidelines for entering into and withdrawing from partnerships, taking into consideration such things as impact on staff time, library resources, and benefit to the community.
The library is not responsible for determining the value or deductibility of any materials or services provided as part of a partnership.